Executive Assistant - Office of Legal and Compliance (Fixed Term for 1 Year)

at  NYU Abu Dhabi

REQUIRED EDUCATION:

• Bachelor’s degree in business administration or similar relevant field

REQUIRED WORK EXPERIENCE:

• 5 years of office management experience with a minimum of 3 years’ experience as an Executive Assistant to a C-level executive
• Problem-solving: Analyze and resolve complex issues independently while supporting departmental projects as needed. Facilitate solutions with internal and external stakeholders within the administrator’s delegated role
• Time-management: Prioritize organizational needs and exercise delegated authority effectively. Stay updated and prioritize administrative tasks
• Planning and organizational skills: Exercise judgment to make schedule adjustments and handle administrative matters. Prioritize and manage multiple projects with punctuality, organization, accuracy, and attention to detail
• Knowledge: Possess considerable knowledge of the organization’s programs and culture. Proficient in basic accounting, advanced business computing, and administrative software
• Written and Verbal Communication: Exhibit superior written and oral communication skills in English
• Interpersonal Skills: Demonstrate reliability, discretion, and proactive thinking. Display professional maturity, sound judgment, and confident communication. Work collegially and flexibly within a complex organizational structure

PREFERRED EDUCATION:

• Legal Secretary or Paralegal certificate

PREFERRED WORK EXPERIENCE:

• Experience in an established international company, higher education institution, or governmental agency
• Experience with access to highly confidential information
  Additional Information:
  NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities

Scheduling and Coordination

• Time Management: Ensure effective time management for the AVC/Chief Counsel by organizing the diary and work schedule, accommodating daily meetings, and resolving scheduling conflict
• Meeting Support: Schedule meetings and videoconferences, provide necessary documentation, and handle mail, correspondence, and internal documentation
• Interdepartmental Coordination: Coordinate schedules between the department and other university offices, including senior managers in Abu Dhabi and NYU New York
• Travel Arrangements: Coordinate and manage all aspects of local and international travel for the AVC/Chief Counsel including bookings, itineraries, and travel-related documentation, ensuring efficiency and cost-effectiveness, and resolving any issues that may arise during travel
• Independent Decision-Making: Adjust schedules and priorities independently based on judgment
• Negotiation and Prioritization: Persuade, prioritize, and negotiate organizational needs regarding meetings, deadlines, and timeframes

Financial and Legal Administration

• Fiscal Advisory: Monitor and advise the Compliance and Legal teams on budget planning, analysis, and funding sources in conjunction with the administrator
• Budget Management: Oversee the administrator’s budget by tracking expenditures, and allocations, and managing financial administration, including processing of invoices for payment, budget monitoring, and periodic forecasts. Assist in developing and administering the Legal and Compliance annual budget
• Discrepancy Resolution: Compare invoices with expenditures and resolve discrepancies with the Finance office
• Expense Management: Maintain expense and reimbursement records, process finance-related forms, and communicate with external vendors about payments
• External Legal Firms Management: Manage communications with external legal firms to ensure smooth contract execution, accurate tracking of instructions, and timely handling of billing matters. Maintain external legal firm’s database

Project Management - Legal Operations and Technology

• Research and Analysis: Research trending legal technology to stay abreast of the market. Analyze and make recommendations based on information from various sources
• Technology Implementation: Facilitate the implementation of selected software or related products to improve departmental efficiencies

Administrative and Operational Support

• Team Meeting Management and Participation: Manage weekly team meetings, providing administrative support. Attend meetings to stay informed, track pending issues, and develop agendas for future meetings
• Event Organization: Plan and organize conferences, retreats, and annual events and logistics, ensuring alignment with budget constraints
• File Management: Maintain hard-copy and electronic files, document management, and retrieval systems
• Calendar and Contact Management: Manage office master calendar, contacts, and database information
• Vacation Tracking: Manage department vacation schedules to ensure continuous office coverage
• Information Handling: Handle calls, and requests for information, and act as the first point of contact for incoming correspondence and visitors
• Personnel Records: Maintain records, including personnel files, probation, performance reviews, and other employee-related documentation
• Facilities Oversight: Manage and oversee office facilities and equipment
• Additional Duties: Perform other duties as assigned, including tasks like creating org charts, PowerPoint presentations, and more

Qualifications: